Contributing to a company’s success begins with building a sturdy, top-notch foundation for the owners and stakeholders of the business. Executive assistants build such foundations.
Suppose you’re thinking of switching careers to become an executive assistant or just need help getting that role. In that case, this article will guide you about the positions, and we will provide you with examples of cover letters that you can use for your application.
What is an executive assistant?
The role of an executive assistant is to provide high-level administrative, secretarial, or clerical support to a company’s executive. An executive assistant may also be referred to as an administrative assistant, a secretary, or a personal assistant.
What are the duties of an executive assistant?
Executive assistants play a significant role in an organization’s success, so the profession requires a high level of skill and dedication. While the exact responsibilities vary from one company to another, some general duties remain consistent across most executive assistant jobs.
The role of the executive assistant has evolved over the years and is now so much more than answering phone calls and scheduling meetings.
Executive assistants often work in a fast-paced environment, performing many tasks at once. Some of their primary responsibilities include managing calendars and appointments, making travel arrangements, answering phone calls, responding to emails, and coordinating meetings and events.
Some duties also include creating reports and memos, managing expenses and budgets, preparing agendas for meetings, taking minutes during meetings, and tracking project progress. Executive assistants are expected to have extensive knowledge of office management systems and procedures.
They should also be skilled with various computer applications such as MS Office Suite (Excel, Word, Outlook) or Google Workspace. Executive assistants may also be responsible for ordering supplies and equipment and managing other office employees.
Why are executive assistants essential in an organization?
It may come as a surprise as they work quietly on the sidelines, but executive assistants are key members of any company. They are the backbone of an administrative organization, and it is their job to keep everyone on track and functioning productively. Because they are so important, they should be respected, appreciated, and valued. As an executive assistant, your role is invaluable to your company’s success.
If you’re not convinced, here are ten reasons why executive assistants are essential:
- They make everyone more productive.
- They make their executives look good by keeping them on track with their work.
- They ensure successful meetings.
- They protect executives from unnecessary interruptions so they can focus on growing the company.
- They know where the skeletons are buried and keep it that way. Confidentiality is a must for this role.
- They keep the office running smoothly.
- They provide valuable insights into company culture and overall morale.
- They provide quality control for outgoing communications.
- They are reliable and can save the day in a pinch.
- They are their executives’ right hand.
What are hiring managers looking for when they are hiring an executive assistant?
There are many qualities that hiring managers look for when hiring an executive assistant. While different companies have different needs, some qualities and skills are universal and increase your chances of landing a job.
Here are the top traits that employers seek in executive assistants:
- Organization and planning skills
- Communication skills
- Dependability and reliability
- Quick thinking and problem-solving skills
- Flexibility and adaptability
- Efficiency and time management
- Technical skills
- Has high regard for confidentiality
What to prepare when applying as an executive assistant
It takes a lot of effort to land an executive assistant position, but it’s worth it. Landing this opportunity will help you rise the career ladder faster. If you think of applying for this position, this article will guide you when writing your resume and cover letter.
A resume is a document that outlines your qualifications, including your previous work and volunteer experience, education, and skills. Employers may look at your resume when deciding whether or not to contact you for an interview. A resume should always be submitted to an employer along with a cover letter.
A well-written resume can serve as a marketing document that you use to sell yourself to companies. It is a concise summary of your skills and experience with details about your accomplishments.
Make sure that your resume is organized, free of grammatical errors, and easy to read. Include all your contact information and relevant work experience, first listing the most recent position. Be sure to read the job listing carefully so that you can address and highlight any specific requirements or qualifications in your resume. Show the employer that you have what it takes to meet their needs.
Your cover letter
Writing a cover letter may seem like a daunting task for those new to the hiring process. You might want to let the most critical job on your hands go but trust me in saying that this is a vital component of the application. The cover letter is the first impression of you which is why it should be concise yet impressive enough to convince recruiters that you are the right candidate for the job.
A well-written cover letter can set you apart from other applicants and make you a more attractive candidate for an employer, but it’s also one of the most challenging parts of a job application. It’s hard to know what to write and how to present yourself without sounding as though you are bragging or exaggerating your experience. The cover letter is your opportunity to sell yourself as the best applicant for the job by demonstrating that you understand the role and can add value in a way others cannot.
Don’t worry; Skill Success is here to help. Aside from resources about creating the perfect cover letter and courses on how to craft your own cover letter, we’re providing you with tips and templates below that you can use for your job application.
Tips on creating a cover letter
A cover letter is your chance to tell a potential employer why you’re the perfect person for the position and how your skills and expertise can add value to the company. The letter should be professional but personable and serve as an introduction. Below are some tips to help you write a good cover letter:
- Tailor or customize your cover letter for each job you apply to. It’s okay to reuse the same basic template, but make sure you’re updating it with information about the specific position (and company) each time.
- Address your cover letter to a specific name, if possible. You can use the name of who posted the job listing. If you don’t know who will read it, write “Dear Hiring Manager” instead.
- Include keywords from the job listing in your cover letter. This will help you pass applicant tracking systems (ATS), which scan resumes and cover letters for keywords before human eyes see them.
- Keep your cover letter short and sweet—it doesn’t need to be any longer than one page!
- Highlight why they should hire you for the position and any relevant experience and skill sets you may have.
Examples of cover letters for executive assistant positions
If you need help crafting a cover letter for the Executive Assistant position, we have templates provided below to help you out. Make sure to customize the italicized elements according to your experience.
Templates for applicants with previous experience as an executive assistant
Dear [name of person reading] or Hiring Manager,
I’m writing to apply for the Executive Assistant position at [company name]. I’m an ambitious and dedicated professional who will bring proven skills in coordinating and leading administrative and operational functions to your team. I also have a proven record of communicating well across teams, managing complex event calendars, and motivating my peers.
I’m an experienced executive assistant with a proven track record. Here’s what I bring to the table:
- I make it to a point to make the appointments and schedule of the Executive efficient, so he is moving forward smoothly and on time.
- I can work with cross-functional departments to streamline operations.
- I have a wide range of technical skills in Microsoft Office Suite, Google Workspace, etc. I can also quickly adapt to new technological systems and programs.
- I keep my eye on the big picture, but I also pay attention to the details.
- I respond quickly to changing priorities and can adapt to shifting demands.
- I’m organized and can balance multiple tasks within deadline-driven atmospheres while providing top-level customer service and maintaining accuracy.
As an experienced administrative assistant for [number of years] years with a record of consistently delivering exceptional service to the executives at my current position, I am confident that I would bring a valuable asset to the [name of the company] team with my skills and abilities.
You can view my resume for a more detailed and thorough background. I am more than open to discussing the position with you in person or via call. You may reach me at [your e-mail address] or [your mobile number].
Thank you very much for taking the time to read my application. I hope to hear from you soon!
Dear [name of person reading] or Hiring Manager,
I’m excited about an opportunity to join [name of company] as an Executive Assistant. I have a proven track record of office management. From managing calendars and appointments to streamlining daily operations, I have the skills and experience that will help your company shine.
I previously worked as an Executive Assistant at [name of the previous employer] from [year you started working there] to [year you left]. I served as an Executive Assistant for the CEO of [name of the previous employer]. I am constantly doing well on annual performance reviews for my time management, communication skills (both oral and written), and commitment to my work.
Overall I have [number of years] years of experience under my belt and have faced difficulties and challenges in my line work. With perseverance, resourcefulness, and creativity, I overcame these obstacles and helped the employers I worked with become more efficient and focused on their work.
Technically, I am proficient in using Microsoft Office or Google Workspace. I helped prepare presentations, reports, and forecasts. I can also adapt easily to any new software or platform needed by the role. To date, I’m familiar with using CRMs, layout software, and other task-management platforms.
If you have any questions about my qualifications or would like me to elaborate on anything in this letter, don’t hesitate to get in touch with me at [contact info].
Please refer to the resume attached if you’d like to know more about me and my background. I’d love to meet with you in person at your earliest convenience!
Thank you very much!
Templates for applicants without previous experience as an executive assistant
Dear [name of person reading] or Hiring Manager,
I’m excited about an opportunity to join [name of company] as an Executive Assistant. My skills and experiences acquired during my college years and internship make me an excellent fit for this role, and I know that I will be able to add value to your company.
As a student in [name of your university/college], I actively participated in school events and lent my skills in managing projects. I took the lead in these projects and worked with my co-student facilitators to ensure the school’s administration expectations were met.
My internship at [company name of internship experience] helped me gain experience working in a corporate setup. I supported my immediate supervisor in her day-to-day tasks and co-managed her schedule. I also created reports and outlines using Microsoft Office and helped her polish a few of her presentations.
I am very excited about the prospect of joining your organization. My skills match well with the position, and I look forward to discussing my application with you at an interview. I have attached a copy of my resume for your consideration. I can be contacted at all times on the details provided.
Thank you for taking the time to read my application, hoping to hear a favorable response soon!
Dear [name of person reading] or Hiring Manager,
I am submitting my application to join [company name] as an Executive Assistant. As a fresh graduate of [your course] at [you university/college], I have gained skills that will be helpful and valuable to the company.
I also interned for [company name of internship experience]. My experience has taught me about working in a professional environment. I helped with office administrative tasks, co-facilitated office meetings and workshops, assisted in the office’s daily workflow, and helped my supervisor with technical and clerical duties.
In my four years of education and six months of internship, I learned to develop:
- Communication skills, both oral and written. I can also talk to stakeholders and high-level executives efficiently
- Time-management skills as I can submit all of my deliverables and projects on time
- Technical proficiency in Microsoft Office, as most of our projects’ output are PowerPoint presentations, spreadsheet databases, and various doc formats
- Resourcefulness and problem-solving skills
- Working with a team
- Willingness to adapt and learn more
I am enthusiastic and driven, and I have the skills and experience that will enable me to be an effective Executive Assistant. I hope to develop my professional skills and further advance my knowledge within your company.
I attached my resume for your review. You may reach me via [your e-mail address] or [your mobile number]; Hoping to hear from you soon!
Thank you for reading through my application. Have a nice day!
Other things to note for your job search
Before sending in your cover letter and resume, make sure to proofread first and correct any grammatical errors, if applicable. Remember, these will be the hiring manager’s first impression of you, so make it count!
The most important thing is to be yourself. Don’t check all the boxes in one resume by writing long, textbook-style resumes where you have to use smaller font sizes to make sure you fit everything in. Be honest and personal, and let your personality shine through, even if you’ve made mistakes. Show your knowledge of the company, what makes it unique and how you can contribute to its success.
By keeping these details in mind, you can put together a resume and cover letter that will capture any hiring manager’s attention. Set yourself apart from other candidates, and then get ready for an interview.